Flight Coordinator

IQVIA•Oxford, CT

About The Position

Oversees end-to-end trip coordination, including the scheduling of flights and crews, the arrangement of airport services, the booking of hotels and ground transportation, and the coordinating of fuel and catering. In addition, the Flight Coordinator manages all international requirements, including the prearrangement of customs, reserving departure/landing slots and the sourcing of overflight permits. The Flight Coordinator confirms all details are in place prior to departure to ensure a seamless trip.

Requirements

Knowledge that flights are generally of critical and private nature requiring high confidentiality
Knowledge of and coordination of Diplomatic requirements, landing permits, visas, customs, immigration & agriculture requirements, over-flights, Part 91 regulations, route and navigational planning, airport reservations, slot restrictions, and flight following.

Nice To Haves

Other College degree in business/and or aviation
Two or more years’ experience in International flight operations, Part 91 or Part 135.

Responsibilities

Monitors all aspects of each flight, coordinates with management, maintenance, and flight crews.
Acts on own initiative with limited supervision when scheduling corporate jet on Domestic and International flights.
Prepares trip itineraries to include all preliminary trip planning, trip sheets & passenger manifests, ground transportation, hotels, cars, arrival & departure handling.
Manages and monitors all scheduling cost containment measures including discussing rates with outside vendors.
Reviews and audits all outside aircraft charter opportunities and invoices with jet management vendor.
Ongoing analysis of crew workloads and proactively maintains all crew assignments & schedules.
Manages and maintains all flight department records including flight logs, tax reports, vendor database, passenger/requester database.
Creates quarterly & year-end reports as well as occasional ad hoc reports.
Coordinates all accounting including account receivables and payables, posting excel uploads and faxing to server system in an accurate and timely manner.
Responsible for documenting and cross-checking Aviation Department purchases on all Department American Express accounts.
Assists in budget and forecasting procedures as well as accruals, when required.
Performs some human resource duties, including supporting Aviation Department in benefit questions, intranet postings, and processing travel and expense reports.
Processes employee information, emergency contacts, and updates in Workday and other locations, as appropriate.
Assists the Sr. Director, Aviation Services with Department Admin functions, to include meeting planning, expense report preparation, reconciliation and submission, office catering, when required and other Administrative Duties, as assigned.
Contacts company personnel at all levels including senior management offices.